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

• Closing date and time: 18 June 2026 at 11:00.
• No briefing session or site visit is scheduled.
• The tender offer must remain valid for 30 days from the closing date.
• The event date is 26 June 2026 at Enkambeni Community Hall, Hazyview Zone.

• For bidding procedure enquiries: Christopher Nkambule, Supply Chain Management. Telephone: 013 759 2358. Email: [email protected]. Postal: P.O. Box 45, Mbombela, 1200.
• For technical information: Sindisiwe Gwebu, Project Manager, Office of the Executive Mayor. Telephone: 013 759 2003. Email: [email protected]. Postal: P.O. Box 45, Mbombela, 1200.
• Employer: City Manager, Mr Wiseman Khumalo, City of Mbombela, P.O. Box 45, Mbombela, 1200.

• Submit your bid in the tender box located at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, next to the main entrance.
• Deadline: 18 June 2026 at 11:00. Late bids will not be accepted.
• Use only the official bid forms provided; do not retype them.
• Seal the completed bid in an envelope clearly marked with the bid number (COM75/2026), full project description, and closing date, including your name.
• Bids sent by telegram, fax, or email will not be considered.
• Proof of posting is not accepted as proof of delivery.
• The bid must be fully completed in non-erasable black ink, signed by an authorised signatory, and all corrections initialled and dated.
• Alterations, use of correction fluid, pencil, or erasable ink are prohibited and will render the bid non-responsive.
• Mandatory returnable documents must be included (see compliance requirements).
• Bids will be opened publicly immediately after the closing time.
• The tender remains valid for 30 days from the closing date.
• The City reserves the right to cancel the tender process at any stage.

NAME OF BIDDER: ____________________ CSD REG. NO: MAAA__________________. BID RESPONSE DOCUMENTS MUST BE SUBMITTED IN THE TENDER BOX LOCATED @ NO: 1 NEL STREET; MBOMBELA; 1200; MBOMBELA CIVIC CENTRE NEXT TO THE MAIN ENTRANCE. Duly completed bid documents and supporting documents which are, COPY OF TAX COMPLIANCE STATUS, CERTIFIED COPY OF B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE, CURRENT MUNICIPAL RATES AND TAXES STATEMENTS FROM RELEVANT LOCAL AUTHORITY OR PROOF OF RES FROM A TRIBAL AUTHORITY OR LEASE AGREEMENT ACCOMPANIED BY THE LESSOR’S UP-TO-DATE RATES AND TAXES STATEMENTS FOR BOTH THE BUSINESS AND ACTIVE DIRECTORS INCLUDING JV/CONSORTIUM MEMBERS, CSD REGISTRATION FULL REPORT (Summary Report will not be considered) and a copy of the COMPANY REGISTRATION CERTIFICATE, together with the bid document must be sealed in an envelope clearly marked: “BID NUMBER, FULL PROJECT DESCRIPTION AND CLOSING DATE” with the name of the bidder shall be placed in the bid box at MBOMBELA CIVIC CENTRE at 1 NEL STREET, MBOMBELA, before 11:00 on the closing date. Bids received by telegram, fax or e-mail will not be considered. Late bids shall not be accepted or considered.

• Scope: Provision of event management services for the State of the City Address, including catering, transport, public address system, and loud hailing services.
• Event location: Enkambeni Community Hall, Hazyview Zone, on 26 June 2026.
• Catering: Lunch for 250 people, including pap, rice, beef stew, roasted chicken, one vegetable, one salad, take-away containers, still water (500ml), and soft drinks (300ml).
• Audio system: Public address system with 2 powered mid-high speakers with stands, one sound technician, one microphone. System must be clearly audible for 350 people indoors, assembled and tested at least one hour before the event.
• Loud hailing: Services required for wards 1, 3, 5, 6, 7, 8, 9, 25, and 39 in Hazyview Zone.
• Transport: Return trip transport for 250 people from various pick-up points in the wards to Enkambeni Community Hall.
• Key personnel: Project leader must have a minimum of three years' experience in food handling and preparation and a certificate in food handling and preparation or higher. A comprehensive CV, certified ID, and qualification copies must be submitted.
• Food safety: A 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.
• Company experience: Proof of experience for catering services (for 200+ people) and audio system provision via certified appointment letters/purchase orders with reference letters.

• Company experience: Provide at least one certified copy of an appointment letter or purchase order with a certified reference letter for catering services for 200+ people.
• Also provide at least one certified copy for audio system services.
• Project leader: Must have a minimum of three years' experience in food handling and preparation and a certificate in food handling and preparation or higher. Submit a certified copy of qualification, ID, and comprehensive CV.
• If the project leader is not employed by the bidding entity, include a consent letter for their involvement.
• Food safety: Submit a certified copy of a 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.

• Submit firm prices in South African Rand (ZAR) for all services.
• Pricing tables include:
• Table 1: Catering (lunch for 250 people with specified items).
• Table 2: Audio system (public address with technical specifications).
• Table 3: Loud hailing services for specified wards.
• Table 4: Transport services (return trip for 250 people from listed pick-up points).
• Provide unit prices and totals for each table, excluding VAT.
• Calculate and show subtotals for each table, total bid price excluding VAT, 15% VAT (if applicable), and total bid price including VAT.
• The total bid price must also be reflected on the MBD 1 Form of Offer.
• Prices must include all taxes, duties, levies, and delivery costs.

• All prices must be quoted in South African Rand (ZAR) and be firm and fixed for the contract duration.
• Prices must be inclusive of all applicable taxes, duties, levies, delivery, and VAT.
• VAT must be reflected as a separate lump sum in the tender summary.
• Submit a fully priced pricing schedule as per the tables in the document (catering, audio, loud hailing, transport).
• The total bid price (excluding VAT and including VAT) must be clearly stated and also reflected on the MBD 1 Form of Offer.
• Only firm prices are accepted; prices subject to exchange rate variations are not considered.
• Bidders must confirm that municipal rates and taxes for the business and all directors are not in arrears for more than three months.

• Tax Compliance: Submit a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a pre-award questionnaire.
• Central Supplier Database (CSD): Provide a full CSD registration report not older than 30 days from the closing date. Summary reports are not accepted.
• Company Registration: Submit proof of company registration (certificate from CIPC).
• Director IDs: Certified copies of identity documents for all business directors.
• B-BBEE: Submit a certified copy of a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
• Municipal Rates and Taxes: Submit valid, current municipal rates and taxes statements for the business and all directors (or proof of residence from a tribal authority or lease agreement with lessor's up-to-date statements). Accounts must not be in arrears for more than three months.
• Experience Proof: Certified copies of appointment letters/purchase orders with reference letters for catering (200+ people) and audio system services.
• Food Safety Certificate: Certified copy of a Certificate of Acceptability (CoA) for basic food safety and hygiene.
• Project Leader Documents: Certified copy of qualification, ID, and comprehensive CV for the project leader.
• Certified copies must not be older than three months and must be originally certified by a commissioner of oaths.
• Declaration of Interest (MBD 4) must be completed to disclose any relationships with persons in the service of the state.
• Bidders must not be in the service of the state, listed on the Register of Bid Defaulters, or have abused SCM systems.
• Forging documents may lead to reporting to SAPS and restriction from public business for up to 10 years.

• Submit a certified copy of a valid B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
• EMEs may submit a sworn affidavit confirming annual total revenue and black ownership.
• Other bidders must submit a certificate issued by a registered auditor or accredited verification agency.
• Joint ventures/consortia must submit a consolidated B-BBEE scorecard.
• Non-compliance results in no B-BBEE points.

• The successful bidder must sign a written contract form (MBD7).
• The contract may not be ceded, assigned, or transferred without prior written consent of the Council, except to a registered financial institution with approval.
• The City may terminate the contract summarily if the bidder fails to perform, making the bidder liable for additional costs from re-advertising or awarding to another bidder.
• The tender remains valid for 30 days from the closing date.
• Deliverables must be provided as per the schedule in the bid specifications; late delivery is not tolerated.
• Amendments to tender documents will be communicated via Notices to Bidders, which must be completed and submitted with the bid.
• The City reserves the right to verify all information and reject bids for non-compliance.

CLOSING DATE: 18 JUNE 2026 AT 11h00. CLOSING DATE: 18 JUNE 2026 TIME: 11:00. OFFER TO BE VALID FOR 30 DAYS FROM THE CLOSING DATE OF BID.