Catering, décor and audio services for mbombela state of the city address 2026

• Appointment of a professional service provider to render catering, décor, and audio services for the City of Mbombela State of the City Address event.

• Closing date: 18 June 2026.
• Closing time: 11:00.
• No briefing session or site visit will be conducted.
• Tender validity period: 30 days from the closing date.

• No briefing session will be conducted for this tender.
• Technical enquiries may be directed to the project manager.

• For bidding procedure enquiries: Christopher Nkambule, Supply Chain Management Unit. Phone: 013 759 2358. Email: [email protected].
• For technical information: Sindisiwe Gwebu, Office of the Executive Mayor. Phone: 013 759 2003. Email: [email protected].
• Employer: City Manager, Mr Wiseman Khumalo, City of Mbombela, PO Box 45, Mbombela, 1200.
• Submission address: Tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.

• Submit your bid in a sealed envelope clearly marked with the bid number (COM78/2026), full project description, and closing date.
• Place your bid in the tender box located at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, next to the main entrance.
• Submission deadline: 18 June 2026 at 11:00. Late bids will not be accepted.
• Bids received by telegram, fax, or email will not be considered.
• Use the official bid forms provided (do not retype).
• Ensure the MBD1 form (Form of Offer) is fully completed and signed; failure will render the bid non-responsive.
• Compulsory returnable documents must be attached: valid Tax Compliance Status (TCS) PIN or CSD number, proof of company registration, certified copies of directors' IDs, full CSD registration report (not older than 30 days, summary not accepted), company profile, event implementation plan, proof of experience for catering (for 350+ people) and audio services, Certificate of Acceptability for food safety, CV and qualifications of project leader, and municipal rates/taxes statements for business and all directors.
• Certified copies must be original, not older than three months, and certified by a commissioner of oaths.
• Bids that do not comply with mandatory requirements will be rejected.

Duly completed bid documents and supporting documents which are, COPY OF TAX COMPLIANCE STATUS, CERTIFIED COPY OF B-BBEE CERTIFICATE OR SWORN AFFIDAVID 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.

• Scope: Provide catering, décor, and audio services for the City of Mbombela State of the City Address event on 26 June 2026 at Mbombela City Council.
• Deliverables: High-quality event planning, coordination, and execution.
• Key personnel required: Sound engineers, interior décor specialists, chefs.
• Catering: Menu for 500 people including 3 starches, 3 proteins, 2 salads, 2 vegetables, soft drinks, crockery, cutlery, and glassware.
• Décor: 50 ten-seater round tables, 500 Tiffany chairs, table cloths, runners, centre pieces, serving tables, coaches, draping, podium, red carpet.
• Audio: Indoor stage (1.2m by 2.4m) with lighting and backdrop, indoor sound system for 500 people (2000-5000 watts) including subwoofers, mixing console, line array, microphones, CD player/background music equipment, sound engineer/DJ, crew.
• Transportation of all equipment to the event is required.
• The service provider must deploy a competent team and ensure seamless execution.

• Company must demonstrate relevant experience: submit a company profile and at least one certified appointment letter/purchase order with reference letter for catering services for 350+ people.
• Also provide proof of experience for audio services: certified appointment letter/purchase order with reference letter.
• Project leader must have a minimum of three years' experience in food handling, preparation, and event management, and a Diploma in food handling/preparation or higher. Submit certified copy of qualification, ID, and comprehensive CV.
• If the project leader is not employed by the bidding entity, include a consent letter indicating their intention to assist.

• Pricing schedule includes three tables: Catering Services, Interior Decoration, and Audio Services.
• All prices must be quoted excluding VAT, with subtotals and total bid price excluding VAT clearly shown.
• VAT at 15% must be calculated and added to show total bid price inclusive of VAT.
• Only firm prices are accepted; no rates of exchange variations.
• The grand total must be reflected on the MBD1 Form of Offer.

• Prices must be quoted in South African Rand (ZAR) and be firm and fixed for the contract duration.
• All prices must be inclusive of VAT, delivery, and all associated costs.
• VAT must be reflected as a separate lump sum in the tender summary.
• Only firm prices are accepted; no conditional or variable prices.
• The grand total must be reflected on the MBD1 Form of Offer.
• Bidders must include all applicable taxes, duties, and levies in their prices; no additional claims will be entertained.
• Municipal rates and taxes for the business and all directors must be up to date and not in arrears for more than three months; submit current statements or proof.

• Tax Compliance: Submit a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a pre-award questionnaire.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Company Registration: Provide proof of company registration (CIPC certificate).
• Central Supplier Database (CSD): Submit a full CSD registration report not older than 30 days from the closing date.
• Municipal Compliance: Submit current municipal rates and taxes statements for the business and all directors (or proof of residence/lease agreements). Accounts must not be in arrears for more than 90 days.
• Directors' IDs: Certified copies of identity documents for all directors.
• Certificate of Acceptability: For food safety and hygiene, issued by Ehlanzeni District Municipality or equivalent.
• Key Personnel: Certified copies of qualifications and IDs for key personnel.
• Joint Ventures/Consortia: Each party must submit separate compliance documents.
• No bids from persons in the service of the state are accepted.

• Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Consolidated B-BBEE certificates are required for joint ventures/consortia/large companies with annual turnover over R50 million (including VAT).
• Points for B-BBEE form part of the 20 points for specific goals in the 80/20 evaluation system.

• Submit a Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent.
• The CoA must be in the name of the business director or culinary leader responsible for service execution.
• Compliance with the Compensation for Occupational Injuries and Diseases Act (COIDA) may be required; submit a COIDA certificate if applicable.

• Contract duration: Services are for the State of the City Address event on 26 June 2026.
• The successful bidder must sign a written contract form (MBD7).
• Neither party may cede, assign, or transfer the contract without prior written consent from the Council.
• Late delivery will not be tolerated; strict adherence to timelines is required.
• Failure to perform may result in contract termination, with the bidder liable for additional costs incurred by the municipality.
• The municipality is not liable for any costs incurred by the bidder in preparation for the event.
• Fraudulent activities or document forgery may lead to reporting to SAPS and restriction from doing business with public institutions for up to 10 years.

• No briefing session will be conducted.
• Bids received by telegram, fax, or email will not be considered.
• Late bids will not be accepted.
• The municipality reserves the right to cancel the tender process at any stage.
• Bidders must not alter the bid document except as per written instructions; use non-erasable black ink.
• Bids will be rejected if the bidder or any director is listed on the Register of Bid Defaulters or has abused the SCM system.

• Bidders must ensure all physical addresses on the CSD match those on the company registration certificate.
• The municipality reserves the right to verify municipal rates and taxes information linked to CSD and company details.
• It is the bidder's responsibility to ensure municipal accounts are compliant and not in arrears.
• Certified copies of documents must not be older than three months and must be originally certified by a commissioner of oaths.

• A preferential point system applies: 80 points for price, 20 points for specific goals (B-BBEE).
• Points are awarded in accordance with the Preferential Procurement Policy Framework Act and 2022 Regulations.