What are the submission requirements for this tender (Ref: GT/GDSACR/023/2026)?

• Submit bids by the closing date and time: 21 August 2026 at 11:00. • Deposit bids in the Tender Box at 5 Hollard Street, Marshalltown, Mayibuye Building. • Late bids will not be accepted. Fax submissions are not accepted. • Use the official GPG bid forms provided. Do not retype them. • Complete all required information; failure may result in disqualification. • Submit Section 1 clearly marked with the tender number and section number. • Each bid must be in a separate sealed envelope showing bidder name and address, bid number (GT/GDSACR/023/2026), and closing date. • Bids must be deposited in the tender box or posted to the address on SBD1 before closing. • Non-compulsory 'How to tender' workshops are held every Wednesday from 10:00 to 13:00.

How will bids be evaluated?

1. Must not be persons in service of the state or companies with state-employed directors, 2. Must disclose any relationships with procuring institution employees, 3. Must have tax compliance status (SARS PIN or CSD number), 4. Foreign suppliers must answer specific questionnaire, 5. Must complete and sign all bid forms including SBD 4 (bidder's disclosure) and POPIA consent form, 6. Must meet minimum functionality criteria in Stage 1 evaluation, 7. Must provide proof of authority to sign bid documents, 8. Must submit bid in sealed envelope with bidder details, bid number, and closing date clearly marked.

What are the technical specifications?

• Scope: Appointment of a pre-qualified panel of service providers to render events management services for 36 months. • Service requirements: Manage all events and special projects for the Gauteng Department of Sport, Arts, Culture and Recreation. • Types of events include: - National, Provincial, Regional, Area and Community Based Sports and Recreation, Arts, Culture, Libraries and Heritage events, activities and festivals. - Workshops, Conferences and Seminars. - Launches and Openings. - Awards. - Other ad hoc events. • Key tasks and deliverables (service provider must plan, conceptualise, organise, implement and manage): - Liaison with stakeholders and department officials. - Logistical arrangements (sound, AV, live streaming, staging, tents, seating, catering, signage, accreditation, parking, etc.). - Photographer and videographer services. - Event branding and marketing material. - Entertainment coordination and artist management. - Festival and exhibition management. - Tour operator services for social excursions. - Promotional items design and production. - Interpreters, translation, transcription and rapporteur services. - Event safety, security and compliance (activate Joint Operations Centre, public liability, security, emergency services, health compliance). - Catering (VIP, food packs, refreshments). - Transport planning and mobilisation. - Accreditation, invitations and RSVP management. - Event printing services. - Media and creative services (media bulk buying). • Department has 4 gig rig trucks with sound and generators available for use. • Service provider must report on jobs created and honour subcontractor payments.

What financial requirements apply to bidders?

• Pricing must be submitted on official SBD 3.1, SBD 3.2 or SBD 3.3 forms (Pricing Schedule per item). Photocopies are acceptable. • Indicate whether prices are firm for the contract duration using SBD 3.1. • For non-firm prices, complete separate SBD 3.2 for each item. • If not the manufacturer, submit a Letter of Supply from the manufacturer. • Prices must be quoted in South African currency unless for imported goods. • Packaging costs must be included in the bid price. • Delivery basis: Supplies to be delivered into consignee's store or site within free delivery area, or carriage paid to consignee's station. • For installation/erection/assembly, prices must include all costs on a 'delivered on site' basis. • SBD 5 (National Industrial Participation) only required if imported component exceeds US $10 million.

What compliance and legal requirements must bidders meet?

• Tax Compliance: Bidders must submit a SARS Tax Compliance Status (TCS) PIN or a Central Supplier Database (CSD) number. • Foreign suppliers without South African presence may not need a TCS PIN but must comply with tax obligations. • For consortia/joint ventures/sub-contractors, each party must submit separate TCS certificate/PIN/CSD number. • B-BBEE: Preference points are allocated for specific goals targeting enterprises owned by designated groups (see evaluation criteria). • Bidders must be registered on the Central Supplier Database (CSD). • No bids accepted from persons in the service of the state or companies with directors who are state employees. • Submit proof of authority to sign the bid (e.g., company resolution). • Complete and sign the POPIA consent form for personal information processing.

What are the important dates and deadlines for this tender?

• Closing date: 21 August 2026. • Closing time: 11:00. • Briefing session: 31 July 2026 at 10:00 via Microsoft Teams. • Bid validity: 120 days.

Who should be contacted for queries about this tender?

• For bidding procedure enquiries: Department of Sport, Arts, Culture and Recreation. Email: sarcscmenquiries@gauteng.gov.za. • For technical information enquiries: Contact person Waratwa Moilwa. Email: Waratwa.Moilwa@gauteng.gov.za. • Tender documents can be obtained from: https://e-tenders.gauteng.gov.za/Pages/AdvertisedOpen-Tenders.aspx or by email to Tender.admin@gauteng.gov.za. • Submission address: Tender Box at 5 Hollard Street, Marshalltown, Mayibuye Building.

Gauteng Events Management Services Tender

Submit your bid by 11:00 on 21 August 2026 at the specified tender box address, using the official GPG bid forms.
Attend the compulsory briefing session via Microsoft Teams on 31 July 2026 at 10:00.
Provide comprehensive events management services, including logistics, safety, branding, entertainment, and reporting, for various event types over the 36-month contract.
Ensure tax compliance by submitting a SARS Tax Compliance Status (TCS) PIN or Central Supplier Database (CSD) number.
The evaluation includes functionality criteria and preference points for enterprises owned by designated groups (e.g., TISH-based, female-owned, youth-owned).
Bids must include pricing on the official SBD forms, indicating if prices are firm for the contract duration.
You must be registered on the Central Supplier Database (CSD) and cannot be a person in the service of the state.

Request for proposal for the appointment of a prequalified list of service providers to render events management services for a period of 36 months.

This is a request for proposal to appoint a pre-qualified panel of service providers for events management services over 36 months.
The Gauteng Department of Sport, Arts, Culture and Recreation (GDSACR) requires outsourcing to support event implementation and conceptualisation.
Goals include growing the sector, contributing to the economy, fostering social cohesion, and achieving strategic objectives like transformed sport/cultural landscapes and economic transformation through creative industries and sport.
The panel will be used for need-based quotations under an open procurement approach with unrestricted competition.

Closing date: 21 August 2026.
Closing time: 11:00.
Briefing session: 31 July 2026 at 10:00 via Microsoft Teams.
Bid validity: 120 days.

For bidding procedure enquiries: Department of Sport, Arts, Culture and Recreation. Email: [email protected].
For technical information enquiries: Contact person Waratwa Moilwa. Email: [email protected].
Tender documents can be obtained from: https://e-tenders.gauteng.gov.za/Pages/AdvertisedOpen-Tenders.aspx or by email to [email protected].
Submission address: Tender Box at 5 Hollard Street, Marshalltown, Mayibuye Building.

Submit bids by the closing date and time: 21 August 2026 at 11:00.
Deposit bids in the Tender Box at 5 Hollard Street, Marshalltown, Mayibuye Building.
Late bids will not be accepted. Fax submissions are not accepted.
Use the official GPG bid forms provided. Do not retype them.
Complete all required information; failure may result in disqualification.
Submit Section 1 clearly marked with the tender number and section number.
Each bid must be in a separate sealed envelope showing bidder name and address, bid number (GT/GDSACR/023/2026), and closing date.
Bids must be deposited in the tender box or posted to the address on SBD1 before closing.
Non-compulsory 'How to tender' workshops are held every Wednesday from 10:00 to 13:00.

Must not be persons in service of the state or companies with state-employed directors, 2. Must disclose any relationships with procuring institution employees, 3. Must have tax compliance status (SARS PIN or CSD number), 4. Foreign suppliers must answer specific questionnaire, 5. Must complete and sign all bid forms including SBD 4 (bidder's disclosure) and POPIA consent form, 6. Must meet minimum functionality criteria in Stage 1 evaluation, 7. Must provide proof of authority to sign bid documents, 8. Must submit bid in sealed envelope with bidder details, bid number, and closing date clearly marked.

Scope: Appointment of a pre-qualified panel of service providers to render events management services for 36 months.
Service requirements: Manage all events and special projects for the Gauteng Department of Sport, Arts, Culture and Recreation.
Types of events include:

National, Provincial, Regional, Area and Community Based Sports and Recreation, Arts, Culture, Libraries and Heritage events, activities and festivals.
Workshops, Conferences and Seminars.
Launches and Openings.
Awards.
Other ad hoc events.

Key tasks and deliverables (service provider must plan, conceptualise, organise, implement and manage):

Liaison with stakeholders and department officials.
Logistical arrangements (sound, AV, live streaming, staging, tents, seating, catering, signage, accreditation, parking, etc.).
Photographer and videographer services.
Event branding and marketing material.
Entertainment coordination and artist management.
Festival and exhibition management.
Tour operator services for social excursions.
Promotional items design and production.
Interpreters, translation, transcription and rapporteur services.
Event safety, security and compliance (activate Joint Operations Centre, public liability, security, emergency services, health compliance).
Catering (VIP, food packs, refreshments).
Transport planning and mobilisation.
Accreditation, invitations and RSVP management.
Event printing services.
Media and creative services (media bulk buying).

Department has 4 gig rig trucks with sound and generators available for use.
Service provider must report on jobs created and honour subcontractor payments.

The contract will be managed with an open procurement approach: unrestricted competition among the panel.
Quotations will be requested from successful companies on a needs basis.
Any company in the pool may bid or refrain at will, competing per SCM prescripts.
Contract duration: 36 months (3 years).

Service providers must have ability, capacity, infrastructure, skill, experience and knowledge to manage all events and special projects.
Contract duration: 36 months, commencing from date Accounting Officer signs appointment letters.
Service provider must:

Feed daily information to the department on event issues.
Make proposals on best practice.
Ensure cost-effectiveness and professional service delivery.
Report on jobs created.
Inform department of challenges.
Be present on event day.
Honour subcontractor payment schedules and provide proof of payment.

If samples are required, successful bidder may need to submit pre-production samples to SABS or designated testing authority.
If samples pass first inspection, costs are for the department's account.
If samples require corrections, costs are for the bidder, and corrected samples must be submitted within 21 days.
Failure to deliver samples on time and to standard may lead to contract cancellation.

Use SBD 3.1, SBD 3.2 or SBD 3.3 forms (Pricing Schedule per item). Photocopies allowed.
Indicate firm prices for contract duration via SBD 3.1.
For non-firm prices, use separate SBD 3.2 per item.
Submit Letter of Supply if not manufacturer.
Quote prices in South African currency (except imported goods).
Include packaging costs in bid price.
Delivery basis: into consignee's store/site within free delivery area, or carriage paid to station.
For installation/erection/assembly, include all costs on 'delivered on site' basis.
SBD 5 only required if imported component exceeds US $10 million.

Pricing must be submitted on official SBD 3.1, SBD 3.2 or SBD 3.3 forms (Pricing Schedule per item). Photocopies are acceptable.
Indicate whether prices are firm for the contract duration using SBD 3.1.
For non-firm prices, complete separate SBD 3.2 for each item.
If not the manufacturer, submit a Letter of Supply from the manufacturer.
Prices must be quoted in South African currency unless for imported goods.
Packaging costs must be included in the bid price.
Delivery basis: Supplies to be delivered into consignee's store or site within free delivery area, or carriage paid to consignee's station.
For installation/erection/assembly, prices must include all costs on a 'delivered on site' basis.
SBD 5 (National Industrial Participation) only required if imported component exceeds US $10 million.

Tax Compliance: Bidders must submit a SARS Tax Compliance Status (TCS) PIN or a Central Supplier Database (CSD) number.
Foreign suppliers without South African presence may not need a TCS PIN but must comply with tax obligations.
For consortia/joint ventures/sub-contractors, each party must submit separate TCS certificate/PIN/CSD number.
B-BBEE: Preference points are allocated for specific goals targeting enterprises owned by designated groups (see evaluation criteria).
Bidders must be registered on the Central Supplier Database (CSD).
No bids accepted from persons in the service of the state or companies with directors who are state employees.
Submit proof of authority to sign the bid (e.g., company resolution).
Complete and sign the POPIA consent form for personal information processing.

Service provider must appoint an Event Safety and Compliance Officer to activate Joint Operations Centre (JOC) and liaise with security forces (SSA, SAPS, VIP Protection, PPS, POPS, Traffic Police, EMS, Fire, CPF).
Draw site layouts, evacuation plans, fire rational plans, and manage temporary structures.
Provide public liability for the event and electronic/physical safety files.
Arrange PSIRA-accredited private security, manage marshals (recruit, brief, train, pay immediately after event), and submit security deployment plans.
Provide private EMS that is compliant.
Appoint Health Compliance Officer as needed to create compliance plan, manage personnel, ensure protocol adherence, and present to JOC.
Provide health compliance material: disinfection sprays, sanitisers at entry points and ablutions, disposable gloves, surgical masks, red disposal boxes.

GPG promotes the Proudly South African Campaign, preferring local products of high quality produced with sound labour relations and high environmental standards.

The department has 4 gig rig trucks with sound and generators available for event use.
Service provider must ensure logistical arrangements for all events, including sound, AV, live streaming, staging, tents, seating, catering, signage, accreditation, parking, etc.
Provide professional live broadcasting on social media platforms with sufficient mobile bandwidth.
Submit pictures of implemented logistics after the event.
Activate Joint Operation Centre and provide safety certification and public liability for all events.

Evaluation follows the Preferential Procurement Policy Framework Act (PPPFA).
Stage 1 functionality criteria: failure eliminates bidder.
Points awarded for specific goals under 80/20 system.
Targeted groups for preference points (20 points each): TISH enterprises, >51% female-owned, >51% PwD-owned, >51% black-owned, >51% youth-owned, >51% military veteran-owned.
Post-event report and evaluation required within two weeks.

Request for proposal for the appointment of a prequalified list of service providers to render events management services for a period of 36 months.

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