Events coordination services for iziko women’s day 2026 celebration

• Iziko Museums seeks an events coordinator for a Women's Day event on 08 August 2026, celebrating women's achievements through wellness, dialogue, and musical tribute across three Cape Town heritage sites.
• The event aims to promote empowerment, leadership, and cultural heritage.

• Closing date and time for submission: 07 July 2026 at 11:00.
• Date issued: 30 June 2026.
• Event date: 08 August 2026.

• Submission and general enquiries: Email [email protected] and [email protected].
• Technical enquiries: Contact Aviwe Rasmeni via [email protected] or Namhla Moyeni via [email protected].
• Additional contact: Seboko Bolofo via [email protected].
• Event venues: Castle of Good Hope (Corner of Castle, Darling and Buitenkant streets), Company Gardens (1 Government Avenue), Old Town House (149 Longmarket Street, Cape Town, 8001).

• Submit your quotation and all supporting documents via email to [email protected] and [email protected] by the closing date and time.
• Ensure your submission is complete and received by 11:00 on 07 July 2026. Late submissions will be disqualified.
• Do not alter the tender document except to fill in your details and price. Any other alterations will disqualify you.
• You must be registered on the Central Supplier Database (CSD) and have a compliant tax status. Failure to provide proof will lead to disqualification.
• Include all mandatory documents: CSD report, tax verification PIN, detailed pricing structure, and a valid B-BBEE certificate or sworn affidavit.
• Ensure your bid is independent and free from collusion. Declarations (SBD 4) must be completed truthfully; false declarations may lead to disqualification and legal action.
• The lowest or only quotation may not necessarily be accepted. Iziko reserves the right to accept or reject any quotation.

(MAAA............Number) Quote Price (Incl Vat)

• Scope: Coordinate and execute a Women's Day event on 08 August 2026 across three venues: Company Gardens, Castle of Good Hope, and Old Town House.
• Event 1 (Wellness Experience, 09:00–10:30): Appoint a fitness trainer, procure 50 yoga mats, provide PA system (2 microphones), 50 branded sport water bottles, photography/videography, and coordinate graphic designer payment.
• Event 2 (Long Table Conversation, 12:00–15:00): Provide venue décor, coordinate and pay 4 speakers, PA system (4 microphones), 50 gift packs for guests, 4 gift packs for speakers, and photography/videography.
• Event 3 (Evening Concert, 18:00–21:00): Appoint and administer MC, beverage services, and 3 artists/groups. Provide sound systems, full live band equipment, onsite technical support, stage lighting, power supply (generator), high-quality PA system (specified brands), monitors, cordless mics, stage (min 8m x 6m, height 2m-3m), and videography.
• Additional requirements: Access control with 270 wristbands, 4 event security personnel with grade D PSIRA certification, guest management services, and graphic design coordination.
• Equipment standards: PA system must be high-quality, no buzz/hum; camera gear must shoot 4k (e.g., Sony A7 III or Canon R5 Mk2) with premium lenses and microphones.

• The event coordinator must be suitably qualified and experienced to manage a Women's Day event across three heritage sites.
• Experience in coordinating wellness sessions, dialogues, and concerts is implied.

• Provide a detailed cost schedule including: speaker/artist coordination (4), venue décor (2), guest management (4 ushers/waiters for 6 hours), photography/videography (7.5 hours), fitness trainer (1.5 hours), 50 yoga mats, 50 branded water bottles, PA systems (2 mics for events 1-2, 4 mics for event 3), graphic design coordination, sound system for 150 people, gift packs (54), wristbands (270), and security services (4).
• Include subtotal, VAT at 15%, and total inclusive of VAT.

• Provide a detailed pricing structure with full cost breakdown, inclusive of VAT, disbursements, and escalations.
• Use the cost schedule summary as a guide, including items like speaker/artist coordination, venue décor, guest management, photography/videography, fitness trainer, yoga mats, branded bottles, PA systems, graphic design, sound system for concert, gift packs, wristbands, and security services.
• Clearly indicate subtotal (excluding VAT), VAT at 15%, and total including VAT.
• Price is a key factor for value for money.

• Mandatory documents: Central Supplier Database (CSD) report with supplier number, tax status verification PIN with registration number, detailed pricing structure, and valid B-BBEE certificate or sworn affidavit.
• B-BBEE preference points: Awarded based on black ownership (50% or more = 20 points, less than 50% = 10 points, 0% = 0 points). Submit proof via B-BBEE certificate, company registration, identification, and CSD report.
• Declarations required: Complete SBD 4 (bidder's disclosure) and SBD 6.1 (preference points claim form) truthfully. Disclose any state employment, relationships with procuring institution, or interests in other enterprises.
• Ensure no listing on the Register for Tender Defaulters or List of Restricted Suppliers. Confirm no fraud/corruption convictions in the past five years and no conflicts of interest.
• Non-compliance with specifications, incomplete documents, late submission, or non-registration on CSD may lead to disqualification.

• B-BBEE points are awarded for black ownership: 50% or more = 20 points, less than 50% = 10 points, 0% = 0 points.
• Submit proof via B-BBEE certificate, company registration, identification, and CSD report.

• Ensure safety during event execution, including access control and patron management.
• Provide 4 event security personnel with grade D PSIRA certification for the concert.

• No specific environmental requirements stated.

• The proposal and appended documentation form the basis for a formal contract to be negotiated with the preferred service provider.
• A mere offer and acceptance does not constitute a contract.
• If awarded, you may be required to furnish documentary proof to support preference claims.
• Fraudulent claims or failure to fulfil contract conditions may lead to disqualification, cost recovery, contract cancellation, restriction from public sector business for up to 10 years, and criminal prosecution.

• Iziko reserves the right to reject any quotation and withdraw the request at any time.
• Additional award criteria include risk of fruitless expenditure, abnormally low bids, material irregularities, litigation history, and poor past performance.

• Complete all declarations (SBD 4, SBD 6.1) truthfully, disclosing state employment, relationships, and other interests.
• Ensure no conflicts of interest and compliance with all tender specifications.

• Same as standard evaluationCriteria field.