Service provider needed for outreach programme catering, stage, sound, and transport in mbombela

The City of Mbombela seeks a service provider to deliver catering, stage and sound system, and transport services for an outreach programme in the Eastern Region (Nsikazi Stadium). The successful bidder will be contracted to provide all services as per the specifications and programme schedule.

Closing date: 24 July 2026 at 11:00. No briefing session. Tenders remain valid for 30 days from the closing date.

Bidding procedure enquiries: Christopher Nkambule, Supply Chain Management Unit, Corporate Services. Phone: 013 759 2358. Email: [email protected]. Technical enquiries: Winny Mlimo, Office of the Chief Whip. Phone: 013 759 9369. Email: [email protected]. Submission address: Tender Box, Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.

Submit bids in the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 24 July 2026. Bids must be sealed in an envelope marked with the bid number, project description, and closing date. Use official forms provided; do not re-type. Late, faxed, emailed, or telegramed bids will not be accepted. Bids must be fully priced, signed, and completed in non-erasable black ink. Corrections must be initialled and dated. No briefing session will be held. Bids will be opened in public immediately after the closing time. Proof of posting is not accepted as proof of delivery. All required documents must be certified copies (not older than 3 months) and submitted with the bid. Failure to comply with mandatory requirements will result in disqualification.

Scope: Provide catering, stage and sound system, and transport services for an outreach programme at Nsikazi Stadium. Catering: Breakfast (100 servings: sandwich platters, scones, muffins, tea, coffee, juice), lunch (500 servings: 3 starches, 2 proteins, 2 salads, 2 vegetables), 500x 500ml still water, 500x 330ml assorted soft drinks/juice. Stage and sound: Professional PA system (5,000–8,000 watts RMS) for 500 people, including backline setup (e.g., double bass bins, audio center, Shure mics, stage monitors, drum kit, keyboards, amps). Decor: Tables, table cloths, chair covers, tent (500 people), stage, 500 chairs, 4 mobile VIP toilets. Transport: Return trips for 30 people each from 11 wards to Nsikazi Stadium. All services must be delivered on time as per the programme schedule. Late delivery is not permitted without prior written approval.

Company experience: At least one certified proof of catering services for 200+ people and one for audio systems (or a single event management project covering both). Project leader: Minimum 3 years' experience in food handling/preparation; minimum qualification: certificate in food handling/preparation (or higher). Submit certified copies of qualifications, ID, and CV. If the project leader is not employed by the bidding entity, include a consent letter confirming their intent to assist. Municipal compliance: Valid rates/taxes statements for business and all directors (or proof of residence/lease agreements). All certified copies must be <3 months old and originally certified.

Submit a firm pricing schedule in ZAR, inclusive of VAT (15%). VAT must be shown separately in the tender summary. Pricing must cover all deliverables (catering, stage/sound, transport) as per the specifications. Non-firm prices (e.g., subject to exchange rate fluctuations) will be disqualified. The total bid price must match the MBD 1 (Form of Offer). Delivery costs must be included in the bid price.

Pricing must be firm and fixed in ZAR, inclusive of VAT (15%). VAT must be shown as a separate lump sum in the tender summary. All prices must include delivery, taxes, duties, and levies. Only firm prices are accepted; non-firm prices (e.g., subject to exchange rate variations) will be disqualified. Pricing must be reflected on the MBD 1 (Form of Offer). Payment terms and bonds/guarantees are not specified. Financial statements are not required unless the project value exceeds R10 million (not applicable here).

Mandatory documents: 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 reports rejected); proof of experience (certified appointment letters/purchase orders/reference letters for catering services for 200+ people and audio systems); Certificate of Acceptability (CoA) for food safety/hygiene (issued by Ehlanzeni District Municipality or equivalent, in the name of the business director/culinary leader); certified copy of project leader's qualification (minimum: certificate in food handling/preparation), ID, and CV (3+ years experience in food handling/preparation). Municipal compliance: Current municipal rates/taxes statements for business premises and all active directors (or proof of residence from tribal authority/lease agreement + lessor's rates/taxes). All addresses must match CIPC/CSD records. Certified copies must be original and <3 months old. B-BBEE: Valid certificate or sworn affidavit (EMEs/QSEs) required to claim preference points. Joint ventures/consortia: Each party must submit separate compliance documents; lead partner must hold 51%+ shares. Forging documents may result in criminal charges and a 10-year ban from public sector contracts.

The successful bidder must sign a written contract (MBD7). Contract duration: Services must be delivered as per the programme schedule. Termination: The City may terminate the contract for non-performance, with the bidder liable for additional costs (e.g., re-advertising). Cession/assignment: Requires prior written consent from the City. Delivery: Late delivery of services, equipment, or transport is not permitted without prior written approval. All services must adhere to the Project Manager's instructions. Breach of contract may result in termination or other remedies.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals (e.g., B-BBEE). The City reserves the right to reject any or all bids. Bids must meet all mandatory requirements to qualify. Non-responsive bids (e.g., unsigned, missing documents, or non-compliant with municipal/tax obligations) will be disqualified. Preference points for B-BBEE require a valid certificate or sworn affidavit (for EMEs/QSEs).