Provision of artists, performers, fashion designers and exhibitors for the ingquza hill heritage and tourism festival

Closing date: 07 September 2026 at 12h00. Festival dates: 21 and 26 September 2026 (Heritage and Tourism Festival). Deliverables: Day 1 – 21 September 2026 in Lusikisiki; Day 2 – 25 September 2026 at Flagstaff Town Hall. No briefing or site visit dates are stated.

Technical enquiries: Economic Development, D. Mjokovana, 039 252 0131, [email protected]. Supply Chain Management: A Ntongana, 039 252 0131, [email protected]. Tender documents downloadable from ihlm.gov.za.

Tenders must be submitted on the original bid documentation, downloadable from ihlm.gov.za under Procurement: Open bids. The municipality will only consider bids submitted on original documentation. Required returnable documents include: valid full CSD proof of registration; completed and signed declarations (MBD1-9); a valid SARS TCS PIN printout; and a signed letter confirming no undisputed municipal accounts are overdue by more than 30 days, with proof. Failure to submit these documents will render the bid not responsive. The municipality is not obliged to accept any proposal and reserves the right not to accept the whole or any part; the lowest bid will not necessarily be accepted. Bids will not be considered from persons in the service of the state, bidders or directors listed on the Register of Tender Defaulters, or those who have abused the SCM system or failed to perform on previous contracts. The municipality reserves the right to extend the tender period by notice.

The 80/20 preference point system applies: Price = 80 points, Specific Goals = 20 points. Specific goals: owned by black people who are youth (18-35 years) – 6 points; owned by black people who are women – 6 points; owned by black people living with disability – 2 points; owned by black people – 6 points. Failure to submit proof or documentation for specific goals with the tender means no preference points for specific goals will be awarded. The tender validity period is 90 days from the closing date.

The service provider must source and provide for the Ingquza Hill Heritage and Tourism Festival: 2 national artists (Maskhandi and Afro Pop), 5 local artists within Ingquza Hill jurisdiction, 2 Master of Ceremonies (1 for each day), 12 exhibitors including craft, 2 traditional dance groups, and 5 fashion designers. The provider must ensure artists are available on time, be responsible for all needs of artists, performers, exhibitors and fashion designers including payments and accommodation, and provide artists with different musical genres. Deliverables: Day 1 (21 Sept) in Lusikisiki – 1 MC; Day 2 (25 Sept) at Flagstaff Town Hall – 2 national artists, 5 local artists, 1 MC, 2 traditional dance groups, 12 exhibitors, 5 fashion designers. Duration: from appointment until 26 September 2026. The proposal must reflect previous experience in organising artists, performers, and fashion designers. Reporting: inception report within 1 day of appointment, daily progress reports, confirmation within 3 days that artists are secured, and final confirmed list and programme no later than 10 working days before the event.

Upon award, the service provider must interact with the end-user department for clarities, provide regular written reports, submit an inception report within one day of appointment, followed by daily progress reports until the event concludes. The provider must confirm within 3 days after appointment via email that artists are secured and contactable. The final confirmed list of artists and event programme must be submitted no later than ten working days prior to the event. All reports shall indicate progress against approved scope, outstanding matters, risks, challenges and corrective measures. The provider must immediately notify the Municipality of any matter that may adversely affect successful delivery.

The service provider's proposal must reflect previous experience in organising artists, performers, and fashion designers.

Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered. Pricing schedule items: 1. National Artists – 2, 1 day; 2. Local artists within Ingquza Hill Jurisdiction – 5, 1 day; 3. Master of ceremonies – 2, 2 days (1 for each day); 4. Exhibitors including craft – 12, 1 day; 5. Traditional Dance Groups – 2, 1 day; 6. Fashion Designers – 5, 1 day. Sub-total, VAT (15%), Grand Total. The bidder must declare whether it or any director owes municipal rates or taxes in arrears for more than three months, and whether any contract with the municipality or organ of state was terminated in the past five years for failure to perform.

Mandatory documents: valid full CSD proof of registration; completed and signed declarations (MBD1-9); valid SARS TCS PIN printout; signed letter confirming no undisputed municipal accounts overdue by more than 30 days, with proof. A valid Tax Clearance Certificate is required; failure to submit the original valid certificate will invalidate the bid. Bidders must not be persons in the service of the state, listed on the Register of Tender Defaulters, or restricted from doing business with the public sector. The bidder or any director must not have been convicted of fraud or corruption in the past five years. Tender validity period: 90 days after closing date.

The tender offer must remain valid, irrevocable, and open for written acceptance for 90 days from the closing date. Withdrawal after closing requires written permission from the municipality; unauthorised withdrawal may make the bidder liable for additional expenses incurred by the municipality. The tender and its acceptance are subject to the municipality's Supply Chain Management Policy and Combating of Abuse of the Supply Chain Management System Policy. The bidder must declare any relationship with persons in the service of the state who may be involved in evaluation or adjudication. False declarations may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with any organ of state for up to 10 years, and criminal prosecution.

The municipality is under no obligation to accept any proposal and reserves the right not to accept the whole or any part. The lowest bid shall not necessarily be accepted. No bids will be considered from persons in the service of the state, or from bidders or directors listed on the Register of Tender Defaulters, or who have abused the SCM system or failed to perform on previous contracts. The municipality will only consider bids on original documentation. The municipality's supply chain policy applies. The municipality reserves the right to extend the tender period by notice.

The service provider must source and provide 2 national artists (Maskhandi and Afro Pop), 5 local artists, 12 exhibitors including craft, 2 Master of Ceremonies, and 5 fashion designers for the festival. The provider must ensure artists are available on time, be responsible for all needs of artists, performers, exhibitors and fashion designers including payments and accommodation, and provide artists with different musical genres. Key dates: 21 and 25 September 2026. Deliverables: Day 1 (21 Sept) in Lusikisiki – 1 MC; Day 2 (25 Sept) at Flagstaff Town Hall – 2 national artists, 5 local artists, 1 MC, 2 traditional dance groups, 12 exhibitors, 5 fashion designers. Duration: from appointment until 26 September 2026.