Event management services for mbombela state of the city address 2026

Closing date: 17 June 2026 at 11:00. No briefing session will be conducted. Tenders will be opened in public immediately after the closing time.

Bidding procedure enquiries: Christopher Nkambule, Supply Chain Management Unit, Tel: 013 759 2358, Email: [email protected]. Technical enquiries: 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. Employer: City Manager, Mr Wiseman Khumalo, City of Mbombela, PO Box 45, Mbombela, 1200.

Submit bids in a sealed envelope marked with bid number, project description, and closing date. Place in the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 17 June 2026. Late bids, faxed, emailed, or telephoned bids will not be accepted. Use only official forms provided—do not retype. Bids must be fully priced, signed, and completed in non-erasable black ink. Corrections must be initialled and dated. Proof of posting is not accepted as proof of delivery. Bids will be opened in public immediately after the closing time. All documents must be certified by a Commissioner of Oaths (not older than 3 months). Failure to comply with submission rules (e.g., unsigned bids, missing forms, or alterations) will result in disqualification.

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Scope: Event management for the City of Mbombela State of the City Address at Kanyamazane 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), audio technical services (public address system with 2x powered mid-high speakers, stands, sound technician, microphone for 350-person indoor audience, tested 1 hour before event), loud hailing services (Wards 18, 19, 20, 21 in Kanyamazane), and transport (return trips for 250 people from Wards 18, 19, 20, 21 to Kanyamazane Community Hall). All equipment must meet minimum specifications and be fully operational. The sound system must be compatible with audio transmission from the broadcasting screen. Prices must include all delivery, setup, and operational costs. The successful bidder must adhere strictly to the event schedule and timelines.

Company experience: At least one certified appointment letter/purchase order + reference letter for catering services (200+ people) and one for audio systems. For joint projects (e.g., catering + audio), catering experience is mandatory. Project leader: Minimum 3 years’ experience in food handling/preparation, with a certificate in food handling/preparation (or higher). Submit certified copies of qualifications, ID, and CV. If the project leader is external, include a consent letter. All key personnel documents must be certified (not older than 3 months).

Submit a firm pricing schedule in ZAR, inclusive of VAT (15%). VAT must be shown as a separate lump sum. Non-firm prices or prices tied to exchange rates will be rejected. The total bid price (including VAT) must match the MBD 1 (Form of Offer). Pricing must cover: catering (per item), audio services (public address system, technician, microphone), loud hailing (Wards 18, 19, 20, 21), and transport (return trips). Delivery costs must be included in the bid price. Separate pricing schedules are required for different delivery points if applicable.

Pricing must be in ZAR, firm, and fixed for the contract duration. All prices must include VAT (15%), reflected as a separate lump sum in the pricing schedule. Non-firm prices or prices subject to exchange rate variations will not be accepted. The total bid price (including VAT) must match the amount on the MBD 1 (Form of Offer). Payment terms and schedules are not specified; bids must cover all costs (delivery, taxes, levies, duties). For joint ventures/consortia, each party must submit separate financial documents. Municipal rates and taxes must be up to date for the bidder, directors, and lessors (if applicable).

Mandatory documents: Valid Tax Compliance Status (TCS) PIN or CSD number (CSD full report, not older than 30 days). Proof of company registration (CIPC certificate). Certified copies of directors' IDs. Full CSD registration report. Municipal rates and taxes statements (or tribal authority proof/lease agreement with lessor’s rates statement) for the business and all directors. Proof of experience: Certified appointment letter/purchase order + reference letter for catering (200+ people) and audio systems. Certified Certificate of Acceptability (CoA) for food safety/hygiene (issued by Ehlanzeni District Municipality or equivalent) in the name of the business director/culinary leader. Project leader: Certified qualification (minimum: food handling/preparation certificate), ID copy, 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. B-BBEE: Valid certificate or sworn affidavit (EMEs/QSEs) to claim preference points. All documents must be certified by a Commissioner of Oaths (not older than 3 months). Joint ventures/consortia must submit a detailed agreement with profit/loss sharing percentages (lead partner must hold ≥51% shares). Foreign suppliers must complete the pre-award questionnaire. Bidders listed on the Register of Tender Defaulters or with outstanding municipal debts (>90 days) will be disqualified.

The successful bidder must sign the MBD7 contract form. The contract duration is for the event on 26 June 2026. Failure to deliver services as specified may result in termination, and the City will not be liable for bidder preparation costs. The bidder is liable for additional costs if the City must re-advertise or award to a less favourable bidder. The contract cannot be ceded or assigned without the City’s written consent. All prices are firm and fixed. The tender remains valid for 30 days from the closing date. The City reserves the right to cancel the tender process at any stage. Results will be published on the City’s website per MFMA Section 75(1)(g) and SCM Regulations Section 23(c).

Evaluation is based on the 80/20 Preferential Procurement Regulations, 2022. 80 points are allocated for price (lowest acceptable bid scores highest), and 20 points for specific goals (B-BBEE status). The bidder with the highest total points wins. Preference points for B-BBEE must be claimed via the Preference Points Claim Form with supporting documentation. No functionality evaluation is required.