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

The City of Mbombela invites bids for the appointment of an event management service provider to coordinate and execute the State of the City Address at Matsulu Community Hall on 26 June 2026. The scope includes catering, transport, public address system, and loud hailing services. The successful bidder must ensure high-quality standards, effective coordination, and seamless execution of the event.

Closing date and time: 17 June 2026 at 11:00. Tender validity period: 30 days from closing date. Bid results will be published on the council website per MFMA Section 75(1)(g) and SCM Regulations Section 23(c). No briefing session will be conducted.

No briefing session will be conducted for this tender.

SCM enquiries: Christopher Nkambule, Tel: 013 759 2358, Email: [email protected]. Technical enquiries: Sindisiwe Gwebu, Tel: 013 759 2003, Email: [email protected]. Employer: City Manager, Mr Wiseman Khumalo. Postal address: P.O. Box 45, Mbombela, 1200.

Submit bids in a sealed envelope to the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 17 June 2026. Bids must be on official forms (not re-typed) and fully completed in non-erasable black ink. All corrections must be initialled and dated. Late bids, or those sent by telegram, fax, or email, will not be accepted. Proof of posting is not valid as proof of delivery. Tenders will be opened in public immediately after the closing time. All information will be handled per POPIA. Amendments to tender documents will be communicated via Notices to Bidders, which must be completed, signed, and submitted with the bid if applicable. The MBD 1 form (Form of Offer) must be fully completed and signed; failure to do so will disqualify the bid. Bids must include all required returnable documents as listed in the special conditions.

Name of bidder: ____________________ csd reg. NO: maaa__________________

Scope: Event management for the City of Mbombela State of the City Address at Matsulu Community Hall on 26 June 2026. Services required: catering (lunch for 250 people: pap, rice, beef stew, roasted chicken, vegetable, salad, takeaway containers, still water, soft drinks), public address system (2x powered mid-high speakers with stands, 1x sound technician, 1x microphone; system must be audible for 350 people and tested 1 hour before the event), loud hailing services (Wards 13, 27, and 28 in Matsulu), and transport (return trips for 250 people from Wards 13, 27, and 28 to Matsulu Community Hall). The sound system must ensure optimal quality, free from distortion, and be compatible with audio transmission from the broadcasting screen. All services must meet high-quality standards and be executed seamlessly. The successful bidder must adhere strictly to timelines and report punctually to the Project Manager.

Company experience: At least one certified proof of catering services for >200 people (appointment letter/purchase order + reference letter) and one for audio system provision. For event management projects combining catering and audio, this may count as one proof, but catering experience is still mandatory. Project leader: Minimum 3 years’ experience in food handling/preparation, with a certificate (or higher) in food handling/preparation. Submit certified copies of qualifications, ID, and a comprehensive CV. If the project leader is not employed by the bidding entity, include a consent letter. All key personnel CVs must include certified copies of qualifications and IDs (<3 months old).

Submit a firm pricing schedule in ZAR, inclusive of VAT (15%) and all costs (delivery, disbursements). Non-firm prices are disqualified. Pricing must cover: catering (Table 1), audio services (Table 2), loud hailing (Table 3), and transport (Table 4). The total bid price (excluding and including VAT) must be reflected on the MBD 1 (Form of Offer). Separate pricing schedules are required for different delivery points if applicable. All delivery costs must be included in the bid price. The offer must remain valid for 30 days from the closing date.

Pricing must be firm and fixed in South African Rand (ZAR), inclusive of VAT (15%), delivery costs, and all associated expenses. VAT must be shown as a separate lump sum in the pricing schedule. Only firm prices are accepted; non-firm prices (e.g., subject to exchange rate variations) will be disqualified. The total bid price must be reflected on the MBD 1 (Form of Offer). Pricing must cover all deliverables as per Tables 1-4 (catering, audio, loud hailing, transport). Payment terms and guarantees are not explicitly detailed; refer to the contract form (MBD7) for further terms. All taxes, duties, and levies must be included in the quoted prices.

Mandatory documents: Valid Tax Compliance Status (TCS) PIN or CSD number (CSD full report, not summary, <30 days old). Proof of company registration (CIPC certificate). Certified copies of directors' ID documents. Full CSD registration report (<30 days old). Proof of municipal rates and taxes compliance for the business and all directors (or proof of residence from a tribal authority/lease agreement with lessor’s municipal compliance). For JVs/consortia, each party must submit separate TCS/CSD documents. B-BBEE: Certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. Certificate of Acceptability (CoA) for food safety and hygiene (issued by Ehlanzeni District Municipality or equivalent) in the name of the business director/culinary leader. Project leader: Certified copy of qualification (minimum: certificate in food handling/preparation), ID, and CV with 3+ years’ experience in food handling/preparation. If the project leader is not employed by the bidding entity, a consent letter is required. All certified copies must be <3 months old and originally certified (no copies of certified copies). Bids will be rejected if: municipal rates/taxes are in arrears (>90 days), bidder/directors are on the Register of Tender Defaulters, or documents are forged/fraudulent. Foreign suppliers must complete the pre-award questionnaire in Part B:3.

The successful bidder must sign a written contract (MBD7). The contract may be terminated summarily for failure to perform, with the bidder liable for additional costs (e.g., re-advertising or awarding to a less favourable bidder). Neither party may cede/assign the contract without prior written consent from the Council. The bid remains valid for 30 days from the closing date. The successful bidder must deliver services per the schedule; late delivery is not tolerated. All risks for pricing errors or miscalculations lie with the bidder. The contract covers catering, audio, loud hailing, and transport services as specified.

Bids must be submitted on official forms (not re-typed), fully priced, extended, totalled, and signed in non-erasable black ink. Corrections must be initialled/dated; correction fluid or pencil is prohibited. Bids must be sealed in an envelope marked with the bid number, project description, and closing date. Proof of posting is not accepted as proof of delivery. Late bids or those sent by telegram/fax/email are disqualified. No briefing session will be held. Amendments to tender documents will be communicated via Notices to Bidders, which must be submitted with the bid if applicable. The MBD 1 form is mandatory and must be fully completed/signed.

Mandatory requirements: Bid must be fully completed, signed, and submitted with all returnable documents. Non-compliance with mandatory requirements (e.g., missing TCS, CSD report, B-BBEE certificate, municipal compliance) renders the bid non-responsive. Bids will be rejected if: municipal rates/taxes are in arrears (>90 days), bidder/directors are on the Register of Tender Defaulters, or documents are forged. All certified copies must be <3 months old and originally certified. For JVs/consortia, each party must submit separate required documents. The bidder must ensure all physical addresses (CSD and company registration) are compliant with municipal rates/taxes.

Evaluation is based on the 80/20 preference point system: 80 points for price (lowest acceptable bid scores highest) and 20 points for specific goals. Specific goals include B-BBEE ownership (100% black-owned: 5 points; 30% woman-owned: 5 points; 30% youth-owned: 2.5 points; 30% disability-owned: 2.5 points) and 5 points for EMEs located in Matsulu. Points require valid proof (e.g., B-BBEE certificate, sworn affidavit for EMEs/QSEs). Failure to submit proof means no points are claimed. The organ of state may request substantiation at any time. Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin).