Event management services for mbombela state of the city address at umjindi community hall

The tender is for the appointment of an event management service provider to coordinate and execute the City of Mbombela State of the City Address at uMjindi Community Hall on 26 June 2026. Services include catering, audio technical support, loud hailing, and transport.

Closing date: 17 June 2026 at 11:00. No briefing session will be held.

For bidding procedure enquiries: Christopher Nkambule, Supply Chain Management Unit, Tel: 013 759 2358, Email: [email protected]. For technical information: Sindisiwe Gwebu, Office of the Executive Mayor, Tel: 013 759 2003, Email: [email protected]. Submission address: Tender Box, Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.

Submit bids in a sealed envelope marked with bid number, project description, and closing date to the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 17 June 2026. Late bids will not be accepted. Bids must be submitted on official forms provided (not re-typed). Bids received by telegram, fax, or email will not be considered. No briefing session will be conducted. Ensure all required documents are certified copies (not older than 3 months) and originals are used for certification. Failure to submit valid documents will result in disqualification.

The appointed service provider must coordinate and execute event management services for the City of Mbombela State of the City Address at uMjindi Community Hall on 26 June 2026. Services include: catering (lunch for 250 people: pap, rice, beef stew, roasted chicken, vegetable, salad, takeaway containers, still water, soft drinks), audio technical services (public address system with 2x powered mid-high speakers, stands, sound technician, microphone; system must be sufficient for 350 people and tested 1 hour prior), loud hailing services (Wards 41, 42, 43, 44, 45), and transport services (Mjindini, Wards 41, 43, 44, 45 to Ward 42 and Mjindi Community Hall, return trip for 250 people). All services must meet high-quality standards and be delivered punctually.

Bidders must provide proof of experience: at least one certified appointment letter/purchase order with a reference letter for catering services (200+ people) and one for audio system provision. For event management projects combining services, catering experience is still mandatory. The project leader must have a minimum of 3 years’ experience in food handling/preparation and a certificate in food handling/preparation (or higher). Their CV must indicate current employment; if not aligned with the bidding entity, a consent letter is required. All key personnel CVs must include certified copies of qualifications and IDs (<3 months old).

Submit a pricing schedule for firm prices only (non-firm prices will be disqualified). Pricing must be in ZAR, inclusive of VAT (15%), and cover all costs (delivery, taxes, levies). VAT must be listed as a separate lump sum in the tender summary. The total bid price must match the price on MBD 1 (Form of Offer). Pricing must align with Tables 1-4: catering (lunch for 250), audio services (PA system for 350 people), loud hailing (Wards 41-45), and transport (return trips for 250 people). Each service must have a unit price and total price (excluding VAT), with a grand total including VAT.

Pricing must be firm and fixed in ZAR, inclusive of VAT (15%) and all costs (delivery, taxes, duties, levies). VAT must be reflected as a separate lump sum in the tender summary. Only firm prices are accepted; non-firm prices will be disqualified. Pricing must cover all specified services in Tables 1-4 (catering, audio, loud hailing, transport). The total bid price must match the price on MBD 1 (Form of Offer). Payment terms and guarantees are not explicitly detailed; ensure all costs are included in the quoted price.

Mandatory documents: Valid Tax Compliance Status (TCS) PIN or CSD number (CSD full report, not summary, <30 days old), proof of company registration (CIPC), certified copies of directors' IDs, full CSD registration report, B-BBEE certificate or sworn affidavit (for EMEs/QSEs), municipal rates and taxes statements (business and all directors; or proof of residence from tribal authority; or lease agreement with lessor’s rates statement), certificate of acceptability (CoA) for food safety/hygiene (Ehlanzeni District Municipality or equivalent), project leader’s certified qualification (minimum: food handling/preparation certificate), ID, and CV (3+ years experience in food handling/preparation). For JV/consortiums: each party must submit separate documents; lead partner must hold 51% majority shares. All certified copies must be <3 months old and originally certified. Non-compliance with municipal rates (arrears >90 days) or fraudulent documents will disqualify the bid.

The successful bidder must sign a written contract (MBD7). The contract duration is tied to the event date (26 June 2026). Failure to deliver services as specified may result in termination, with the City not liable for bidder preparation costs. The bidder is liable for additional costs incurred by the Municipality due to re-advertising or awarding to a less favorable bidder. The contract cannot be ceded or assigned without prior written consent from the Council. All prices are firm and fixed for the contract duration. The tender remains valid for 30 days from the closing date.

Evaluation uses the 80/20 preference point system: 80 points for price (lowest acceptable tender scores highest) and 20 points for specific goals (B-BBEE). Bidders must submit a Preference Points Claim Form with valid B-BBEE documentation to qualify for points. The organ of state reserves the right to verify claims and may cancel the tender at any stage. No functionality evaluation is required for this tender.