Events management service providers panel – department of sport, arts and culture (36 months) – national tender

Closing date and time: 18 September 2026 at 11:00.

Non-compulsory virtual briefing session: 28 August 2026 at 10:00. Link: https://l1nk.dev/vliwenn

SCM enquiries: DSAC SCM Office, tel 012 441 3504 / 3173.

Submission address: Department of Sport, Arts and Culture, Sechaba House, 202 Madiba Street, corner Paul Kruger and Madiba Street, Pretoria Central.

Submission channel: deposit one original hard copy plus one electronic copy on USB into the tender box at the ground floor reception, Department of Sport, Arts and Culture, Sechaba House, 202 Madiba Street, corner Paul Kruger and Madiba Street, Pretoria Central.

Envelope must show the bidder's name and address, the bid number, and the closing date.

Returnable forms: SBD 1 (Invitation to Bid) and SBD 4 (Declaration of Interest) must be completed and returned with the bid.

Bid validity period: 120 days.

Evaluation in three stages:

Stage 1: SCM compliance with bid requirements (initial screening).

Stage 2: Functionality evaluation of the technical proposal out of 100 points; minimum threshold of 70 points to qualify. Bidders scoring below 70 are disqualified.

Stage 3: Price versus specific goals points as per the PPPFA and Preferential Procurement Regulations 2022. 80/20 preference point system applies up to R50 million (all taxes included); 90/10 applies above R50 million.

To claim specific-goal points, bidders must submit: (a) CIPC ownership certificate showing ownership percentage, (b) valid B-BBEE certificate or sworn affidavit, (c) doctor's certificate confirming disability. Failure to submit results in 0 points; inconsistent information between CIPC and B-BBEE documents also results in 0 points.

Scope: appointment of a panel/omnibus of events management service providers for 36 months.

Events to manage include: Indigenous Games Festival, National School Sports Championships (Autumn, Winter, Summer), marathons, hiking, Nelson Mandela Series (football and netball), Move for Health, SA Walks, Rainbow Games, sending-off SA teams, Big Walk, National Recreation Day, Ministerial Outreach Programme, international and national arts and culture festivals, international and national sports events, workshops, conferences, seminars, National Arts and Culture Awards, South African Sports Awards, national and commemorative days, launches and facility handover ceremonies.

Logistics: sound, audio-visual screens, live streaming, staging, tents/marquees, gazebos, shaded stages, lecterns, chairs, tables, water, PA system, standby technical assistance, generators, climate control, portable chemical toilets, site clearing and cleaning, signage, parking, exhibition facilities, catering, site plans, crowd control barriers, disability-friendly infrastructure, medical services, security.

Cultural programme: appoint an artistic director for some events; develop cultural programme for DSAC approval; coordinate artists; arrange transport, accommodation, catering; pay cultural groups 50% upfront and balance after performance; provide dressing rooms, rehearsal venues, stage manager; handle contracts and EFT payments; ensure rehearsals day before event; provide artist profiles and CDs/DVDs.

Catering: provide catering for VIPs (buffet, plated, or cocktail), public catering (food packs or buffet), and refreshments; cater for rehearsals and days leading up to events; comply with Department of Health food safety requirements; provide catering equipment and backup generators.

Media, marketing and branding: develop communication strategies, media advisories, press releases, manage media accreditation, media centres, broadcast arrangements, drone photography, media monitoring; develop integrated marketing plans, social media campaigns, event websites, promotional videos, ticketing strategies; design event branding, logos, venue branding, branded merchandise; ensure compliance with DSAC corporate identity.

Photography/videography: provide photographer and videographer at events as required.

Interpreters: provide consecutive and simultaneous interpreting, sign language interpreters (accredited), and equipment; two interpreters per language.

Transport: arrange buses/taxis for communities, coordinate parking and mobilization.

Security: arrange private security, appoint safety officer, activate Joint Operations Centre, liaise with SAPS, VIP Protection, etc., draft security plans.

Invitations: manage invitations, RSVPs, accreditation, ushering, seating.

Promotional items: design and produce promotional items with DSAC logo; unused items remain property of DSAC.

Décor and flower arrangements: ensure proper décor per DSAC Corporate Identity manual.

Post-event report: submit within two weeks after each event, including jobs created (e.g., 60% women, 25% youth, 2% people with disability).

Subcontracting: services should be sourced from the province/area of the event where possible; subcontracting must align with preferential procurement policies.

Hypothetical scenario: bidders must submit a concept proposal and costing for the National Arts and Culture Awards (NACA) and South African Sports Awards (SASA), including a launch event on 03 August 2026 for 500 people, two gala dinners of 500 each, and awards ceremony; include theme, site plans, logistical plans, and budget for the entire month.

The service provider must develop and implement event-specific communication strategies, manage media accreditation, coordinate media briefings and press conferences, establish media centres, facilitate broadcast arrangements, coordinate live broadcasting and outside broadcast facilities, coordinate drone photography, monitor media coverage, and compile post-event media impact reports. Marketing logistics include developing integrated marketing and communication plans, designing look and feel, executing digital marketing campaigns, script writing and translation, managing social media campaigns, creating event-specific websites, developing promotional videos and content, producing event teasers, developing ticketing promotion strategies, coordinating sponsorship marketing and activation, and producing post-event marketing reports.

Bidders must have the ability, financial capacity, infrastructure, experience, and knowledge to manage all events and special projects on behalf of DSAC. The department requires a duly experienced and knowledgeable service provider. The company must be able to manage a wide range of events including festivals, championships, marathons, walks, awards, and commemorative days. The company must be able to appoint an artistic director, stage manager, curator, and other specialists as required. The company must be able to provide accredited interpreters and sign language interpreters.

No specific financial requirements stated beyond the requirement that the service provider must have financial capacity to manage events. The department may from time to time request proof of financial capability from approved service providers.

CSD: All bidders must be registered on the National Treasury Central Supplier Database (CSD) and attach a recent CSD report.

Tax status: Must be tax compliant on CSD; a recommended bidder with expired or invalid tax status will be notified and must provide written proof from SARS of compliance or an arrangement to meet outstanding obligations within 7 working days.

B-BBEE: Valid B-BBEE certificate or sworn affidavit required to claim preference points.

CIPC: Ownership certificate from CIPC showing ownership percentage required to claim specific-goal points.

Disability: Doctor's certificate confirming disability required to claim specific-goal points.

Returnable forms: SBD 1 and SBD 4 must be completed and returned.

The service provider must activate the Joint Operations Centre (JOC) for all events and provide safety certification for all infrastructure set up. A safety officer must be appointed to liaise with security stakeholders including State Security Services, SAPS, VIP Protection Unit, Presidential Protection Services, Public Order Police, Traffic Police, Emergency Medical Services, Ambulance Services, and Fire Departments. Security plans must be drafted and submitted to the DSAC representative on time. Marshals must be recruited, briefed, trained, and paid immediately in cash after the event.

The contract will be subject to the General Conditions of Contract (2010) and Treasury Regulations 16A under the Public Finance Management Act. Special Conditions of Contract are supplementary and take precedence in case of conflict. The contract period is 36 months. The department will engage the service provider on remedial action in cases of poor performance. The service provider must report on risk management issues.

Evaluation is in three stages: Stage 1 – SCM compliance screening; Stage 2 – functionality evaluation of the technical proposal out of 100 points with a minimum threshold of 70 points; Stage 3 – sourcing of quotations from the panel using the 80/20 preference point system for values up to R50 million and 90/10 for values above R50 million, per the PPPFA and Preferential Procurement Regulations 2022. To claim specific-goal points, bidders must submit a CIPC ownership certificate, a valid B-BBEE certificate or sworn affidavit, and a doctor's certificate confirming disability. Failure to submit these documents results in 0 points. Inconsistency between the CIPC and B-BBEE documents also results in 0 points.